Managing patient mailing preferences is an essential part of effective communication in any dental practice. These preferences determine how patients wish to receive reminders, treatment updates, newsletters, or marketing materials — whether by email, SMS, or post. Respecting these choices not only helps maintain a professional relationship but also ensures compliance with data protection regulations such as GDPR (General Data Protection Regulation), which requires explicit consent for certain types of communication.
Keeping mailing preferences accurate and up to date is key to avoiding missed appointments, communication errors, or unwanted messages. Patients may change their preferred contact method over time, for example, switching from printed letters to digital notifications. Regularly reviewing these details helps maintain smooth communication and enhances patient satisfaction.
¶ General information
According to the GDPR (General Data Protection Regulation), mailing preferences should be confirmed with the patient to obtain formal consent to send them various notifications and offers. You can manage settings from two tabs : (1) Patient Record →Preferences or (2) Patient Record → Patient Details →Green Arrow Button right on the side.
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¶ Contact Preferences
Mailing Preferences let you set each patient’s preferred method of communication. Based on these preferences, DentalPlus can send reminders, notifications, and newsletters via text message, email, or post. Simply confirm the patient’s choices, mark the appropriate fields, and click ‘Save Preferences.’
You do not need to ask patients for consent to receive Reminders and Recalls, as these are part of essential patient care rather than marketing. However, we recommend that every patient receives reminders and recalls through at least one communication method.
You must always obtain consent for how patients wish to receive Newsletters and Special Offers, as these are considered marketing communications.
¶ Updating contact preferences
In line with GDPR, patients must have a choice in their contact preferences. To keep records current, staff should verify mailing preferences during patient check-ins or when updating personal details in the system. DentalPlus allows these settings to be quickly viewed and edited within the patient record.
- In the Patient Record > Preferences tab
- When booking a patient into the Waiting Room in the Appointment book
- Using the Digital Signatures tablet and remote forms
These changes will be recorded in the Patient Record > Patient Notes
Encouraging patients to confirm their communication choices ensures all correspondence is sent in their preferred format — helping your practice stay compliant, efficient, and patient-focused.